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Welcome to the Diploma aggregation service e-Learning tool for component awarding bodies. This e-Learning tool is an awareness and training tool for all users of DAS in component awarding bodies (CABs).

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Welcome to the Diploma aggregation servicee-Learning tool for component awarding bodies

  • This e-Learning tool is an awareness and training tool for all users of DAS in component awarding bodies (CABs).
  • It provides information and functional presentations to assist users in developing an understanding of the CAB administration role(s) they will have been assigned and the associated tasks they will be expected to perform in the system.
  • The following additional Diploma guidance material is available to CABs:
  • DAS user guide for CABs summer 2010
  • Frequently asked questions (FAQs) located athttp://www.qcda.gov.uk/qualifications/4454.aspx

EXIT

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DEMO

Information

Navigation buttons

This e-Learning tool uses the following navigation buttons:

Use this button to return to the e-Learning home page and to exit the presentation

Click on this button to navigate forward through a set of slides

Click on this button to go back to the previous slide

Click on this button to return to the module or e-Learning contents slide

Click on this button to read about DAS

Click on this button to see a functional demonstration of how DAS works

Visual aids

TIP icons are handy hints and reminders

WARNINGicons help you to avoid pitfalls

INFORMATIONicons provide more information on what the system is doing

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Module 1

Module 2

Module 3

Module 4

There are four e-Learning modules:

GETTING STARTED illustrates how to access DAS and how your assigned DAS role will determine what you see when you log in.

MANAGING USER ACCOUNTS illustrates how to create and maintain accounts to enable users in your awarding body to access DAS.

POSTING RESULTS & RETRIEVING LEARNER ACCOUNT INFORMATION illustrates how to retrieve ULNs for existing learner accounts and how to upload results to DAS.It also describes the retrieval of planned programme of study (PPoS) assignment changes.

MANAGING LEARNERS ON BEHALF OF A CENTREthis module illustrates what to do when a centre delegates your organisation third party learner administration (TPLA) rights.

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1 - GETTING STARTED

What is the Diploma aggregation service?

What is a learner account?

What is meant by a DAS role?

How do I access DAS?

Why can’t I log into DAS?

How do I change my password?

How do I change my user account details?

What is my home page?

What is the notice board?

How do I download notifications?

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What is the Diploma aggregation service?

  • record expressions of interest in learner accounts for which they have results or result amendments
  • upload constituent Diploma qualification results, result amendments, and withdrawals
  • optionally upload expected results to DAS
  • optionally view which learners are planning to take a Diploma component qualification with them.

The system also:

  • stores results in learner accounts
  • aggregates these results and other achievements to determine a trial grade
  • supplies data for the Diploma transcript to the Diploma awarding body (DAB)

The Diploma aggregation service (DAS) is a management tool developed to support the administration and awarding of the Diploma.

DAS enables component awarding bodies to:

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What is a learner account?

A learner account holds the results of Diploma component qualifications and other achievements. This information can be used to track a learner's progress towards the completion of their Diploma.

A learner account can also hold details of the learner’s planned programme of study (PPoS). From this CABs can extract details of which learners are intending to study one or more of their qualifications.

After an entry has been made for a Diploma component qualification, a CAB may post information to the learner's account to show that a result is expected for that component.

As the learner achieves the qualification, a result is posted to DAS by each respective CAB and matched to the learner's account using the learner's unique learner number (ULN).

Posting expected results based on a learner's entry for a constituent qualification is not compulsory for CABs. However, it is of significant benefit to centres and those awarding bodies who take an active interest in supporting learners in the achievement of their Diploma.

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Creates and manages user accounts

Local administrator

Creates and manages learner accounts on behalf of a centre

Third Party Learner Administrator

CAB

Manages posting of results, result amendments, result withdrawals and expected results. Extracts details of PPoS assignment changes.

Learner data maintainer

Results poster

PLTS and work experience recorder

Records PLTS and work experience on behalf of a centre

DAB relationship manager

Registers, sets intentions to claim and claims Diplomas on behalf of a centre

Learner data viewer

Views and retrieves learner information on behalf of a centre

What is meant by a DAS role?

DAS is a role based system. The following diagram maps the administrative tasks to the role required.

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Creates and manages user accounts

Local administrator

CAB

Manages posting of results, result amendments, result withdrawals and expected results. Extracts details of PPoS assignment changes.

Results poster

Understanding DAS roles

What CAB role can I be assigned?

Local administrators - can only be set up by DAS technical support and are responsible for creating and maintaining user accounts (e.g. resetting user passwords) within their awarding body. They can also assign themselves other roles, including that of results poster.

Results posters - can record expressions of interest in learner accounts, upload constituent Diploma qualification results, result amendments, result withdrawals and (optionally) expected results to DAS. They can also extract information on which of their CAB’s qualifications learners are intending to study.

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Creates and manages learner accounts on behalf of a centre

Third Party Learner Administrator

Learner data maintainer

PLTS and work experience recorder

Records PLTS and work experience on behalf of a centre

DAB relationship manager

Registers, sets intentions to claim and claims Diplomas on behalf of a centre

Learner data viewer

Views and retrieves learner information on behalf of a centre

Understanding DAS roles

Third party learner administrator roles

You would only be assigned a third party learner administrator role if a centre has delegated the role to your organisation or if your organisation plans to provide this service to centres.

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How do I access DAS?

http://www.diplomaaggregationservice.org/das

You first need to type the DAS URL into your internet browser and then press ‘Return’ on your keyboard

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How do I access DAS?

This area is for service announcements. If there are none the area will be blank.

Enter the login details given to you by the administrator

Click ‘Submit’ after entering your login details.

Password characters will appear as bullets for security reasons.

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How do I access DAS?

Congratulations! You are now logged on. The first page you’ll see is your home page.

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Why can’t I log into DAS?

If you are a local administrator and can’t log into the system, contact DAS technical support on 0845 605 0293 or email dastechnicalsupport@steria.co.uk

If you are a results poster user and can’t log into the system, you need to make sure:

  • You have the correct login details
  • Your password is in the correct case

If you enter your password incorrectly three times, your user account will automatically be suspended. Ask your local administrator to reactivate your account. You may also ask them to reset your password if you can’t remember it.

  • Check that the DAS system is not down for scheduled maintenance. If this is the case you will not see the login screen, but the downtime screen.

Occasionally, DAS is offline. This happens rarely but when it does you will be given advance warning – this is shown as a service announcement on the login page. When DAS is offline, a DAS Downtime page is displayed instead of the usual login page. This downtime page will give details of when DAS will become available again.

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How do I change my password?

You first need to select the ‘Manage user information’ menu option

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How do I change my password?

Then select the command option ‘Change your password’

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How do I change my user account details?

You first need to select the ‘Manage user information’ menu option

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How do I change my user account details?

Then select the command option ‘Update your details’

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How do I change my user account details?

These are the details held by the system

To make any changes you need to click ‘Edit’

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How do I change my user account details?

For the system to update any changes you need to click on ‘Submit’

You can now update your details as required

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How do I change my user account details?

The system will tell you when it successfully updates your details

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What is my home page?

Your home page is the first page you see when you log into DAS

You will see a list of menu options relevant to the role you have been assigned.

If you click on a menu option it will display a list of commands.

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What is my home page?

If you are acting on behalf of a centre, it will be displayed here

This area tells you where you are so you can be sure you are on the right screen.

You would use the Contact Us button for details of where to go for technical support

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What is my home page?

Use the Logout button to exit the system

If you click on the help button a new screen will automatically open and display help text

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What is the notice board?

The notice board allows you to receive and view notifications that have been triggered by centres and DAS.

These notifications will be connected with changes to ULNs with which you are associated.

You will receive an email alert when a new notification appears. You can then log into DAS to view the details via the notice board on your home page.

The notice board lists the different types of notification and enables you to drill down to see what ULNs have been affected.

You may want to set up a DAS-specific email address and include this on your user account so that DAS alerts do not mix with other emails in your inbox.

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How do I download notifications?

To find out whether these centres have delegated you third party learner administration (TPLA) rights, click view

Two centres have created an association with your awarding body

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How do I download notifications?

You can now see the centres that have delegated TPLA to your organisation. You can also download this information to a .csv file and save it to a location on your desktop

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2 - MANAGING USER ACCOUNTS

What is a user account?

How do I know which roles to assign to a user?

How do I create a new user account?

How do I assign the role of local administrator?

How do I display a list of user accounts?

Why can’t I find the user account I am looking for?

How do I reset another user’s password?

How do I update a user’s personal details?

How do I activate and deactivate a user account?

How do I amend a user’s assigned roles?

What does DAS version mean?

Do I need to change my DAS version?

How do I change my DAS version?

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What is a user account?

Before a user can access DAS, they need to have a user account created by a local administrator.

A user's account will contain their name, login, password and contact details and identify which Diploma administrative roles they have been assigned.

Once a user account has been created it cannot be deleted. If a user account is created in error or a DAS user leaves the awarding body, the local administrator will need to set the account to ‘Inactive’.

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How do I know which roles to assign to a user?

You can find a detailed table of roles and associated menu options and commands in chapter 3 of the user guide for component awarding bodies.

For example:

Any amendments to a user’s role or role will only come into effect after they log off and then back into the system.

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How do I create a new user account?

Select the‘Manage User Information’menu option

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How do I create a new user account?

Then select the command‘Create a user account’

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How do I create a new user account?

If you click on CAB, it will filter out all the non-CAB roles

To select the role simply click the check box next to Results Poster and then click ‘Submit’ to assign the role to Alfie

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How do I assign the role of local administrator?

An awarding body can nominate up to 3 local administrators. If you need another administrator, you will need to contact DAS technical support on 0845 605 0293 or email dastechnicalsupport@steria.co.uk

Local administrators within an awarding body cannot assign other users the role of local administrator, however, they can de-activate a local administrator user account.

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How do I display a list of user accounts?

This command will display user accounts and allow you to change account details

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Why can’t I find the user account I am looking for?

All user accounts are set to active when they are created. Their status will change to suspended if a user incorrectly enters their password three times.

If an account is suspended, the user will be locked out of the system until their account is reset to active by a local administrator.

A user account should be set to inactive by a local administrator when the user leaves the centre or no longer requires access to the system.

If you are searching for a user to reset their password, you will need to select ’Suspended’ from the drop-down menu on the user account search screen.

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How do I reset another user’s password?

From the ‘Manage user information’ menu option, select the command ‘Amend a user’

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How do I update a user’s personal details?

From the ‘Manage user information’ menu option, select the command ‘Amend a user’

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How do I activate and deactivate a user account?

Select this command to display a list of active users

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How do I amend a user’s assigned roles?

Select ‘Amend a user’ from the ‘Manage user information’ menu option

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What does DAS version mean?

The DAS version refers to the interface version your awarding body uses when using batch files to upload and download information to and from DAS.

To ensure that batch files work correctly, the DAS interface version for your awarding body must match the version of the file layout you use when creating your file.

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Do I need to change my DAS version?

You would need to change your DAS version if you intend to upload a batch file that has been configured using a file layout that does not conform to your current DAS version setting.

You would also need to change your DAS version if you are on a version that is no longer supported by Steria.

Where logically feasible, DAS will continue to support interfaces for a given release of the service for two calendar years after implementation of the new release. Extensions to this may be agreed; Release 2 batch files will continue to be supported until March 2013.

Only the local administrator role has the ability to change the DAS version an organisation uses.

If you attempt to upload a batch file whose file layout does not match the file layout prescribed by the version of DAS you are using, you will get a format error; “Header record invalid - Please check that you have uploaded the correct file type”. If this happens you will need to change either your batch file layout or your DAS version so that they match each other.

It is recommended that awarding bodies that have not yet used batch files should set their DAS version to the latest version.

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How do I change my DAS version?

Select ‘Change version’ from the ‘Manage user information’ menu option

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How do I change my DAS version?

Click the radio button next to the DAS version you want to use and then click ‘Submit’

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3 - POSTING RESULTS & RETRIEVING LEARNER ACCOUNT INFORMATION

How can I tell if a learner plans to undertake a component qualification with my awarding body?

What results should I post to DAS and when?

Do I need to post expected results to DAS?

What does prior achievement mean?

How can I find out a learner’s ULN?

How do I prepare a batch file?

What is an expression of interest & how do I upload one?

Why and how do I retrieve a list of matched ULNs?

How do I upload results and result amendments?

How do I know if my upload was successful?

When and how do I withdraw a posted result?

How are embargoed results managed in DAS?

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Can I tell if a learner plans to undertake a component qualification with my awarding body?

In order to ensure that learners are undertaking a valid set of constituent qualifications that will lead to a Diploma being awarded, a centre can now create and assign planned programmes of study (PPoS) within DAS.

When a centre assigns a PPoS to a learner Diploma, DAS will advise the associated CAB for each component qualification in the PPoS. CABs may view this information by retrieving an extract from DAS of the details of the learners and the specific qualifications they are intending to study.

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How do I retrieve PPoS assignment changes?

Select the menu option ‘Retrieve learner account info’ and then click the command ‘Retrieve PPoS assignment change’

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How do I retrieve PPoS assignment changes?

Use the calendar icons to help with entering dates

Choose the ‘From’ and ‘To’ dates in-between which you wish to retrieve the PPoS assignment changes

Click ‘Search’ to retrieve the extract from DAS

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How do I retrieve PPoS assignment changes?

Click the link to download the desired set of results to a .csv file…

…and then choose to Open or Save the .csv file

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How do I retrieve PPoS assignment changes?

The extract will show two different ‘recordtypes’, ‘N’ for notification, and ‘Q’ for qualification.

When a learner is planning on taking a Diploma component with your CAB, you will see one ‘N’ record, followed by a ‘Q’ record for each of your CAB’s qualifications in their PPoS. So the learner in the red box has 3 of your qualifications currently in their PPoS.

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How do I retrieve PPoS assignment changes?

When a change to a PPoS results in a learner no longer intending to study any of your CAB’s qualifications, the .csv file will show only an ‘N’ record with no following ‘Q’ records. So the learner in the blue box had their PPoS changed on 12th May to no longer include any of your qualifications.

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What results should I post to DAS?

As a component awarding body, you will be expected to post Diploma component qualification results to DAS and any associated result amendments and/or withdrawals.

  • You can either :
  • Post results for Diploma learners only - You can interrogate DAS to ascertain whether or not learner accounts exist before you post your results to the system
  • Post all results – If DAS cannot find a matched learner account, it will flag the learner's ULN with an 'expression of interest' and discard the actual result. You can then continue to interrogate DAS until the learner account is opened and then resubmit the results for upload to the learner account.
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When do I need to post results to DAS?

You should submit results to DAS within 10 days of publishing Diploma component qualification results to the learner/Centre.

You should also submit results within 10 elapsed days of receipt of the polled ULN from DAS in order to meet the timelines for Diploma awarding.

The exception to the above is when summer results dates are approaching. For level 1 and 2 Diplomas this is the same day as GCSE results day and for level 3 the same as A Level/GCE results day.

At this time of year you must ensure all your component results are submitted at least 10 days prior to results day.

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Do I need to post expected results to DAS?

Posting of anticipated or expected results based on a learner's entry for a Diploma component qualification is not a compulsory requirement.

Where both expected and actual results are recorded on a learner account, DAS will derive a completion status percentage figure for each of the learner's Diploma components and make this visible on the account. This is of significant benefit to centres and awarding bodies who take an active interest in supporting learners in the achievement of their Diploma.

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What does prior achievement mean?

Any qualification that a learner achieves before a learner account is opened may be regarded as prior achievement and contribute towards the learner's Diploma.

The Diploma qualification allows for the inclusion of component qualification results that have been achieved by a learner after 1 January 2005.

Each CAB will have its own internal processes for managing prior achievement. This may include manual validation and approval of a formal request by a centre.

The component qualification must be in the Diploma catalogue.

CABs should submit Diploma component qualifications to DAS within 10 elapsed days of completing validation of a received request from a Centre for manual prior achievements.

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How do I prepare a batch file?

A batch file is a specially formatted file that is used to communicate information both to and from DAS and the organisations that use it. From a CAB, batch files can be used to upload expressions of interest and results data to DAS.

The file must be in comma separated value format (.csv) and can be created using any standard spreadsheet or text-editor application, such as Microsoft Excel™ or Notepad.

Specific rules and conventions which apply to all batch file layouts are detailed in the DAS Batch Files Definitions document(s) and MUST be adhered to when creating .csv files. These are available from a secure area on the QCDA website.

As of DAS release 4, there is now a Batch File Definitions Overview document, and specific batch file definition documents for CABs, DABs, Centres and QCDA.

When uploading or downloading a batch file, you will need to ensure that your DAS interface version conforms to the ‘titled’ version of the batch file definitions document that was used to format your file layout.

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How can I find out a learner’s ULN?

If a ULN is missing from an exam entry and you are unable to post results for the exam to DAS, you will need to contact the learner’s home centre to obtain the learner’s ULN.

Once you have the ULN you can use the Learner Registration Service (LRS) to verify the learner’s given name, family name, date of birth, gender and last known postcode.

For more information on the Learner Registration Service, see www.miap.gov.uk/products/lrs/

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What is an expression of interest?

If you choose to submit results for Diploma learners only, you will need to upload an 'expression of interest.' This step allows you to check whether or not a learner account exists in DAS before you post any results. It involves simply uploading a list of ULNs which will then be matched to existing learner accounts in the system.

You can post results without first uploading an expression of interest. If you send results for a learner with the ULN attached who is not already known in DAS, the system will discard the result. However, DAS will automatically record an expression of interest against that learner’s ULN so that you can continue to poll DAS until such time a learner account is created for that ULN.

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How do I upload an expression of interest?

Before you can ‘record an expression of interest’ you first need to prepare a .csv file of the ULNs as described in the DAS Batch File Definitions document

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How do I upload an expression of interest?

Select ‘Upload a new file’ from the ‘Manage learner accounts via a file upload’ menu option

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Why do I need to retrieve a list of matched ULNs?

You can download a list of ULNs for those learners in whom you expressed an interest so that you only post results for those learners who have a matched learner account in DAS.

Alternatively you can regularly check to see whether or not any new learner accounts have been opened since you last submitted results or expressed an interest in a ULN. You can then make sure you post any prior achievements when the account is finally opened.

Failure to regularly poll DAS for new learner accounts could result in a learner failing to meet UCAS timescales in terms of university placement as their results will not have been posted in time.

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How do I retrieve a list of matched ULNs?

Select ‘Retrieve system ULNs’ from the home page menu

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How do I upload results and result amendments?

To upload results to DAS, you need to prepare a .csv file as described in the DAS batch file definitions document

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How do I upload results and result amendments?

When you are ready, click ‘Upload a new file’ from the ‘Manage learner accounts via a file upload’ menu option

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How do I know if my upload was successful?

When the system successfully processes your file you will receive a ‘Diploma aggregation service - file upload completion notification message’ email.

The email will tell you when the file was received, when it was processed and how many records were successfully updated. It will also tell you how many were not updated as a consequence of failed validation.

The confirmation email you receive will not provide details of those results which were processed. You will need to view the status of the uploaded file in DAS to identify which ULNs have been successfully updated and those which failed validation.

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How can I view the status of my uploaded file?

Select ‘View the status of uploaded files’ command from the ‘Manage learner accounts via a file upload’ menu option

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When should I withdraw a posted result?

There may be occasions when you will need to withdraw or modify a previously posted result. For example:

  • Irregularities in an exam procedure: you have been advised that a learner no longer qualifies for a posted result
  • Results enquiries: a posted result may be withdrawn if the result changes following an enquiry about results or a re-mark
  • Split learner accounts: you have posted the result for a named individual but have since been notified that the learner account has been split – you may need to withdraw a posted result and re-post to the correct learner account

A learner account is split when a centre discovers that a learner account held for one person is in fact two or more learners with the same name. The centre will then update the Learner registration service and you will be notified via an email and on your notice board.

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How do I withdraw a posted result?

Follow the instructions in 'How do I upload results and/or results amendments' in this module, but instead of creating a file of results or result amendments, create a file of withdrawn results using the correct file layout specified in the DAS Batch File Definitions document.

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How are embargoed results managed in DAS?

Embargoed results are those with a future publication date. Centres will see these results displayed as expected results on a learner account, with no grade or points value, until such time as the embargo is lifted.

Embargoed results are normally excluded from aggregation until the embargo has been lifted, but there are exceptions, such as the summer results period, when the Diploma result must be issued at the same time as the GCSE and A level results.

During these times, embargoed results will be included in aggregation, however centres will be unable to infer any of these results from DAS until the embargo is lifted.

During any exception period (known as an embargo exception period), restrictions will apply to how centres can use DAS to ensure that embargoed results cannot be inferred.

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4 - MANAGING LEARNERS ON BEHALF OF A CENTRE

What does TPLA mean?

How do I know if my organisation has been assigned TPLA?

What should my organisation do if assigned TPLA?

How do I assign a learner administrator role to a user?

How do I manage learner accounts on behalf of a centre?

How do I use DAS functionality for centres?

How do I log out of a centre’s home page?

What information can I not see as a TPLA user?

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What does TPLA mean?

TPLA stands for third party learner administration. This happens when a centre decides to nominate a third party to act on their behalf in the administration of their Diploma learners, for example your awarding body.

Centres do this by creating an association and assigning specific learner administrator roles to your organisation. If a DAS user in your awarding body has been assigned one of these roles, they will automatically have access to the centre’s learners.

Depending on their assigned learner administrator role, awarding body TPLA users will be restricted to specific centre menu options and commands in DAS.

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How do I know if my organisation has been assigned TPLA?

There are significant confidentiality and commercial issues associated with authorising access to and subsequently accepting responsibility for administration of third party data. These will need to be considered and agreed by both the centre and the awarding body outside of any DAS processes.

Once all agreements are in place, the centre will use DAS to create an association with your awarding body and delegate TPLA rights by assigning the appropriate learner administrator roles to your organisation.

You will receive an email notification telling you when a centre creates an association with your awarding body. If the centre chooses to delegate TPLA rights after creating this association, no further notification will be received. However, users in your organisation who have been assigned third party learner administrator roles will find they have access to the centre’s learner accounts.

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What should my organisation do if assigned TPLA?

  • Learner data maintainers - able to view, create and edit learner accounts on behalf of the centre
  • Learner data viewers - can view the centre’s learner accounts
  • DAB relationship managers - able to register learners, record an intention to claim (ITC) and claim Diplomas on behalf of the centre.
  • PLTS and work experience recorders - responsible for recording the completion of a learner's PLTS and work experience on behalf of the centre. These users can also view learner accounts.

You need to identify which users within your organisation will be responsible for specific TPLA learner administrator roles assigned to your organisation by the centre.

These roles may be one or more of the following:

All of the above roles will be able to search and view learner accounts.

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(Last logon date 3/3/2009 12:03:54 PM)

How do I assign a learner administrator role to a user?

Select this command to display a list of active users

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How do I use DAS functionality for centres?

You will need to refer to the DAS user guide for centres summer 2010, chapter 2 – getting started to understand what each of the menu options and commands mean on a centre home page and how to use the associated DAS functionality.

Additional guidance can be obtained from the DAS e-Learning tool for centres summer 2010.

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What information can I not see as a TPLA user?

The following qualifications data will not be visible on the learner account :

  • qualification number
  • component awarding body
  • assessment centre

Depending on their assigned learner administrator role, TPLA users will be restricted from viewing and accessing specific action buttons on a learner account. However, they can view qualifications data and Diploma history information.

It is not possible for TPLA users to create, amend or approve planned programmes of study (PPoS).